How to Decide Which Rental Applicant to Move Forward With

It’s a good problem to have: multiple rental applications, more than one solid candidate, and a decision to make. But for many landlords, this is where things get tricky.

Choosing who to rent to isn't just about picking the first person who applied or the one with the highest income. It’s about making a fair, informed, and legal decision that works for you and respecting the people you don’t select along the way.

Start with Your Screening Criteria

Before reviewing applicants, remind yourself of your minimum criteria. This might include income, credit score, employment history, rental history, or other non-discriminatory factors.

Having clear standards upfront keeps the decision fair, consistent, and easier to defend if questioned.

• Monthly income at least 3x rent
• No recent evictions
• Stable employment (past 12+ months)
• Clean rental history with good references
• Credit score within an acceptable range for your market

When You Have Multiple Qualified Applicants

What if more than one applicant meets your criteria? That’s where landlords need to look at the full picture. Here are ways to break the tie:

• Move-in readiness - Who can take possession soonest?
• Lease length - Is someone willing to commit to a longer term?
• Responsiveness - Did one applicant communicate more clearly or promptly?
• Fit for the property - Some applicants are simply a better match for your space (e.g., household size)

As long as you apply these considerations fairly and consistently, they can help you make a confident call.

What to Say to Applicants You Don’t Select

Not choosing someone doesn’t mean ghosting them. It’s always better to close the loop briefly and politely. You don’t owe a detailed explanation, but a short, professional message helps protect your reputation and shows respect.

Keep it neutral and professional. If you're not moving forward, a simple, courteous message is usually best, unless legal requirements call for more detail (like an adverse action notice).

Stay Compliant with Fair Housing Laws

Every decision you make must follow fair housing laws. These prohibit discrimination based on race, religion, sex, national origin, familial status, or disability and many states add protections like source of income or sexual orientation.

This is another reason to define your criteria ahead of time and document your decisions.

Final Thought

Choosing a tenant is both a business decision and a human one. Take the time to decide carefully, communicate clearly, and apply your process consistently.

You’ll protect your property, reduce risk, and leave every applicant with a fair experience even the ones you don’t select.